Checklists are a valuable tool for organizing tasks and ensuring that all necessary steps are completed. They can be especially useful in streamlining processes and improving efficiency. By grouping related sub-tasks together, you can simplify the assignment of tasks to users and create a more organized workflow.
- Checklists are used to group related sub-tasks within a larger task. Instead of assigning numerous individual tasks to users, you can create a checklist to encapsulate multiple steps that need to be completed.
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Grouping similar tasks together in a checklist helps streamline business processes. This organization reduces clutter, minimizes confusion, and ensures that all necessary steps are clearly outlined and completed.
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When creating a template for a specific process, you can include a checklist to represent the necessary sub-tasks. This ensures consistency and standardization across similar processes.
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By using checklists, you can assign the entire task to a user or team, allowing them to work through the individual sub-tasks within it. This simplifies the assignment process and helps prevent tasks from falling through the cracks.
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Checklists help improve efficiency by providing a clear roadmap of tasks to complete. Users can tick off items as they are finished, giving them a sense of progress and accomplishment.
Permission to Create Checklists
Users must be System Administrators to access the Engage Settings and create Checklists.
Creating a Checklist
First, you will need to create the Checklist in the Engage Settings before you can assign it to a Workflow Template Step.
1. At the bottom left of the screen click Engage and then Engage Settings.
2. Under Workflow Manager Settings, select Checklists.
3. Select +New to create a new Checklist.
4. Give the Checklist a Name, Title, and Description. For ease of use, we recommend adding the Workflow Template name in the Checklist Name, for example, "Update Internal Systems (Client Onboarding)." The Title will show to users as the name of the Checklist on the task.
5. Enter the Items or sub tasks that will make up your Checklist. Each item can be given a weight will will show as the percentage completed when the item is checked off. We recommend the weights add up to 100%. The Total Weight field will total all item weights for you. You can add up to 10 items for each Checklist.
6. Once you have entered all Items and required fields, click Save.
Assign the Checklist to a Workflow Template Step
Once you have created your Checklist, you can now assign the Checklist to a Workflow Template Step.
1. In Engage Settings, open a Workflow Template.
2. Scroll down and select the Step you want to add the Checklist to and open it.
3. Click in the Checklist search box and search for the Checklist you created and select it.
4. Click Save.
View a Checklist on a Task
Once the Step on a Workflow kicks off the Task with the Checklist assigned, you can open the Task details to view and complete the Checklist Items. The items will be marked as Done with the percentage completed for easy tracking and visibility of the progress on the Checklist items. Once the item is checked, the item will be marked with the user's name and the date and time the item was completed.
Note: Marking the checklist items complete does not complete the Task. You must also mark the Task complete. It is possible to mark the Task Complete without checking all Checklist items complete.
